Referral management for medical practices

More referrals booked.
Every loop closed.

Cync reads each referral the moment it arrives, follows up with the patient by text and voice until a person needs to step in, and closes the loop with the referring practice. Live in fifteen minutes, with no EHR integration required.

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HIPAA and SOC 2 compliant
01Intake

Reads every referral the moment it arrives.

Referral coordinator at her desk on a call with a patient
02Patient outreach

Reaches the patient by text and voice.

Hi Dale, Dr. Grabowski referred you to Lakeland Hills PT. Reply 1 to pick a time.
Text Call Booked
03Closed loop

Closes the loop with the referring practice.

Received
Patient contacted
Visit booked
Status sent to the referring practice
04Setup

Live in fifteen minutes. No EHR project.

15 minutes
to go live
1 Forward your referral line
2 Set your outreach sequence
Go live

Nothing tells you a referral was lost

Referrals arrive, sit in a queue, and quietly go somewhere else. No report shows it, and those are patients who were already sent to you.

FAX ARRIVES RETYPED CALL, NO ANSWER CALL, NO ANSWER BOOKED ELSEWHERE
01

It arrives as a picture

Your EHR files it as an image it cannot read, so nothing happens until someone retypes it.

02

One attempt, then nothing

The first call goes unanswered, and a second one only happens if someone remembers to make it.

03

The sender never hears back

The practice that sent the patient gets no answer either, so the next referral goes to whoever does write back.

RECEIVED
QUALIFIED
CONTACTED
BOOKED

With Cync, every referral, inbound or outbound, moves through four stages. Stalls show up before a patient is lost, and every booking closes the loop automatically.

What Cync does with every referral

01 / 04

Never miss another referral

Every fax, email and uploaded document lands in one live worklist the moment it arrives, matched to the patient.

EMAILFAXNEW REFERRAL
DOCUMENTPATIENT RECORD
02 / 04

Zero retyping, instant records

Cync reads whatever arrives and turns it into a clean, searchable patient record in seconds. Whoever works the queue spends the day booking patients, not keying in demographics.

03 / 04

Nothing lives in one person’s head

Who to call, what the patient prefers, what was agreed. It all lives on the referral, where the next person can see it.

NOTES
CLOSED
04 / 04

One click closes the loop

Book it, or mark it declined or unable to reach. Either way, the stage updates and the sender is told.

Keep your systems. Keep your workflow. Book more patients.

No new system to learn and no integration project. Referring practices don’t need to sign up for anything. They keep sending referrals the way they do today, and Cync handles the rest.

01 Keep every number you have Your fax, email and phone lines stay exactly as they are. Dedicated Cync lines are there when you want them.
02 Nobody retrains, nothing migrates Your team keeps working the way it does today.
03 Your EHR stays the system of record Every referral lands in one worklist. Nothing moves out of your EHR.
Referral coordinator smiling at her workstation in a busy clinic
Your EHR stays the system of record Nothing moves out of your EHR.

Cync’s outreach engine keeps it moving

Most loops die waiting on a phone call. Cync’s automation texts patients from your own number, keeps trying until someone answers, and logs everything where your whole team can see it.

01
One thread, zero blind spots Every text, call and record event lives on the referral, in order. Anyone on your team can pick up a patient mid-conversation and know exactly where things stand.
02
Outreach that never forgets Attempts go out on a cadence and log themselves, including the no-answers. Nothing depends on someone remembering to try again.
03
The front desk counts too Patient called you instead? One click logs it, marked as from the patient. The record stays complete.
04
It knows when to stop The moment the appointment is booked, the cadence ends. No patient gets chased about a visit they already scheduled.
AUG 8
Text, 1st attempt
Call, message left
Can you call me after 3, im at work til thenPatient · 5:51 PM
AUG 9
Noted. We will call after 3pm.Cync · 8:00 AM
Call, answered
Thursday works, thank youPatient · 7:42 PM
Booked

You are not losing a few referrals. You are losing half

Referral leakage is well studied, and the numbers have not moved in a decade. Most practices never see it, because a lost referral leaves no trace.

780 referrals lost in a year, with no record of why
30 referrals a week, 52 weeks, 1,560 patients sent to you.
1 in 2 referrals sent never becomes a completed visit BD Emerson, 2026
2 in 3 referrals are never documented as completed Patel et al., JGIM 2018
3 in 4 loops never fully close, with no report back to the sender Derived, JGIM 2018 + 2000
$150B lost to referral leakage in the US every year HealthLeaders Media, 2025

Four jobs on every referral that arrives. At 30 minutes each and forty a week, that is twenty hours of coordinator time.

The job Today With Cync
Read the fax, key the patient in 30 min Active work per referral. Parsed on arrival. The record is built, document attached, before anyone opens the queue.
Reach the patient <10% Fewer than 1 in 10 patients respond to manual phone follow-up. Reaching one takes 3 to 5 call attempts. Outreach that keeps going. Texts and voice calls run on a cadence, at the hours patients answer.
Tell the sender what happened 1 in 4 Three in four loops never fully close. No report ever goes back to the sender. Sent on booking. Declined and unreachable go back too, by fax or email.
Keep track of where things stand 2 in 3 Two in three referrals are never documented as completed, so no one can say where they stand. One search. Every stage carries its own timestamp, on the referral itself.

Sources: BD Emerson, Referral Leakage Statistics and Benchmarks (2026). Patel et al., JGIM (2018). Gandhi et al., JGIM (2000). HealthLeaders Media. HealthTalk AI and MedCura Health. Time studies via medRxiv (2026) and SS&C Blue Prism.

Up and running in a day

There is nothing to install and nothing to integrate. Your first referral can land the same day you sign up.

01

Sign up

Cync assigns your dedicated lines and connects the ones you already have. Nothing at your practice changes.

02

Referrals appear

Anything faxed, emailed or uploaded to your practice lands in Inbound, parsed by smart automation into a clean patient record.

03

Loops start closing

Outreach runs, stages advance, and every sender gets a closure notice without anyone picking up a phone.

Everything around the loop

The security your IT team will look for, and the everyday tools your front desk will use.

Ask Cync

Ask in plain language: which referrals went quiet this week, what came in yesterday, who has waited longest. The answer comes back as the referrals themselves, ready to work.

Single sign-on

Your practice signs in with the accounts it already has, through Google Workspace, Microsoft Entra ID or Okta.

Roles, not blanket access

Each person sees and does only what their role allows.

Passkeys and two-factor

Every account carries a second factor: a passkey, an authenticator app, or an SMS backup code.

Sessions you can end

See every place an account is signed in. One click ends all of it, everywhere, at once.

An activity record

Sign-ins, role changes and settings changes are recorded as they happen and kept for 90 days.

Told, not discovered

New referrals, patient replies and stalled loops find the person who has to act on them.

Search that finds the referral

Type a patient name, a sender, or part of a phone number, and land on the referral you meant.

Cync is HIPAA and SOC 2 compliant, and a business associate agreement comes standard. Visit our Trust Center to learn more.

FAQ

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Do the practices referring to us need Cync?

No. They keep faxing and emailing exactly as they do today. When a loop closes, Cync sends them the closure notice automatically, by fax or email.

Does Cync replace our EHR?

No. Cync runs alongside it. Your EHR stays the system of record, and nothing moves out of it.

How is patient data protected?

Encrypted in transit and at rest. Access is limited by role, every account carries a second factor, and sign-ins and changes are written to an activity record.

Is Cync HIPAA compliant?

Yes. Cync is HIPAA and SOC 2 compliant, and a business associate agreement comes standard with every practice. Visit our Trust Center to learn more.

How long does setup take?

Most practices are live the same day. There is no integration project and nothing to install.

Can we track outbound referrals too?

Yes. Referrals you send run through the same stages, and Cync follows up with the receiving practice until you get an answer.

What does it cost?

One monthly price per practice, not per referral, so a busy month costs the same as a quiet one. Contact us for more details.

Can we see it with our own referral flow?

Yes. Book a demo and we will run your inbound and outbound flow end to end on synthetic data. If you sign up after, your first real referral can land the same day.

What’s new

Updates, news, and notes from Cync.

See every referral through to a booked visit

Book a demo and watch a referral move from received to loop closed.

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No EHR integration required Live in fifteen minutes HIPAA and SOC 2 compliant
Coordinator walking a colleague through the Cync worklist